Records of the administration of the University's account with the Workplace Safety and Insurance Board (WSIB), and claims regarding work-related injuries or illnesses filed with the WSIB.

This records class includes Personal Information Banks.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Personal Information BanksVersion Information

Content & Scope

The University's WSIB premium is based on wages paid to employees combined with the costs associated with claims filed with WSIB. Workers and their survivors can claim compensation and other benefits for insured losses under the Workplace Safety and Insurance Act. Employers have an obligation to report certain types of injuries and incidents to WSIB as part of the claims process.

This records class excludes WSIB premium remittances.

Account administration records include employer's statements to WSIB, rate framework statements under WSIB experience rating programs, accident cost statements and related correspondence. WSIB claim records include copies of WSIB forms, injury/illness details, attending physician's reports, functional abilities assessments, return to work plans and certifications, notes, decisions, objections to decisions, supporting documentation related to appeals, and related correspondence.

Related Records

For premium remittances, see FN12 – Accounts Payable.

Responsible Unit

  • Human Resources.
  • Safety Office.

Information Steward

  • Associate Provost, Human Resources.
  • University Secretary.

Information Confidentiality Classification

  • Highly Restricted: WSIB claim records.
  • Confidential: all other records.

Retention

  • Account administration records: 7 years.
  • WSIB claims: until the earlier of 5 years after the person's death or the year following that in which the person reached or would have reached age 90.

Notes

  • Supporting documentation related to WSIB appeals may be securely destroyed 1 year after the decision is rendered.
  • Anonymized data derived from these records may be retained by the University until superseded or obsolete.

Disposition

Secure Destruction.

Note

Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.

Authority

Workplace Safety and Insurance Act, 1997, S.O. 1997, c. 16, Sched. A

Retention Rationale

Retention of account administration records is based on the WSIB guideline that employer's retain WSIB-related documents for the current year and previous 6 calendar years (WSIB Policy Report v. 14, no. 4, Nov. 2001).

Personal Information Banks

Workplace safety & insurance claims may include: name, birth-date, sex, address, telephone number, Social Insurance Number; date & length of employment; wage & employment information; accident/illness dates and details.

Under Review Date

5 March 2020

Previous Version

19 December 2011

(This records retention schedule replaces HS62 – Workplace Safety & Insurance Administration, and HS63 – Workplace Safety & Insurance Claims)